Understanding Form Components & Structure

Forms are the primary way users view and interact with individual records in ServiceNow. When an incident is opened, a user profile is updated, or a change request is reviewed, the process is completed via a form. Forms are where the data is viewed, entered, and changed. 

Understanding the components of forms is essential so that users can see what they need to see – nothing more, nothing less. It may include organizing fields into a clean layout or tailoring the experience based on business role or data type.

What is a Form in ServiceNow?

A form is a user interface for a single record from a specific table. For example, when you open an incident record, you’re working with a form based on the incident table. Similarly, a user profile opens a form based on the sys_user table.

These forms retrieve field definitions from the Data Dictionary (sys_dictionary) and display them in a structured layout that includes form sections, related lists, and dynamic elements such as UI policies or client scripts. You can customize the form layout and table setup for each use case.

ServiceNow provides flexibility in how these forms are structured and displayed, enabling clean, adaptive customization for each business function.

Components of Form

Each form is made up of:

1. The Header Bar at the top of every form provides a standard set of tools.
2. Fields, which display data from the record. 
3. Required Fields are marked with an asterisk, and the Read-Only fields are in a grey background. 
4. Sections, which visually group related fields.
5. Related lists, which show connected records from other tables.

Form Buttons include save, delete, update, resolve, and more.

You can control what appears on the form and where. For example, you might configure a section for assignment details with fields such as Assigned To, Assignment Group, and Priority. In another section, you may include resolution information, such as Close Notes and the Resolution Code.

These fields in ServiceNow forms should always reflect the user’s job function and avoid overloading the user with information.

Form Menu

The form menu provides controls based on the table and user access. Admins can customize options using UI actions. These menu options may vary across UI versions, installed applications, and user roles. Some of the standard options are:

1. Save: Allows the user to save changes without leaving the form. 
2. Configure: Helps you access admin functions, such as configuring forms, Form Layout / Form Design, Business Rules, Client Scripts, UI Policies, Fields, Dictionary, and Table configuration. 
3. Export: Exports and saves data to PDF. As Administrators, you can also export data in XML files. 

In addition to these, there are multiple options in the form menu that you can access. 

What’s next? 

By understanding the form menu and its components, users can customize and personalize their form as needed. In the next chapter, we will focus on customizing and personalizing forms and form templates.